Executive Assistant to the AVP Research + Dean, Faculty of Graduate Studies

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.

The Executive Assistant is responsible for providing professional and confidential executive level administrative support, working independently to balance priorities and workflow across Research and Graduate Studies portfolio. The Executive Assistant develops, implements, and improves administrative systems that reflect best practices in records management of confidential and high-impact reports and documents under the purview of the Office of the Associate Vice-President, Research and Dean of Graduate Studies. In addition, the Executive Assistant provides general office management and administrative coordination across and between Research and Graduate Studies.

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the College Pension Plan.
• Access to personalized telecommuting options.
• Competitive vacation and Professional Development benefits.

As the successful applicant, you should possess:

• Bachelor’s Degree
• Minimum five years’ experience at a senior administrative/operations level, preferably in a post-secondary environment.
• Or an equivalent combination of education and experience.
• Demonstrated experience in working effectively with a wide variety of representatives from government, academia, and the private sector.
• Experience in administration of graduate studies and/or research is preferred.
• Ability to exercise sound and independent judgement, tact, diplomacy, and confidentiality.
• Ability to work independently with minimal supervision and collaboratively in a team environment.
• Exceptional attention to detail and accuracy.
• Ability to exercise initiative and make well-informed decisions.
• Exceptional organization, problem-solving, planning, critical thinking, and analytical skills, and proactively anticipates the needs of the Associate Vice-President.
• Highly developed interpersonal skills to relate effectively to students, staff, faculty, and external contacts as a positive representative of the University and ability to effectively navigate conflicts through front-line communication with various partners while fostering consensus in the best interest of the organization.
• Excellent oral and written communication skills.
• Advanced knowledge of the M365 suite, video/teleconferencing, and student record databases and demonstrates a proactive approach to learning new software and systems.
• Demonstrated ability to improve administrative workflows and systems that benefit all partners.
• Ability to take and transcribe accurate minutes, compose non-routine correspondence, memoranda, and reports, and draft, edit, and format project documents.
• Demonstrated ability to effectively balance complex priorities and deadlines while remaining flexible and adaptable to shifting demands.
• Basic understanding of accounting budget tracking, account reconciliation, and spreadsheet preparation.
• Demonstrated commitment to justice, equity, diversity, inclusion, and reconciliation. 
• Ability to work outside normal working hours as required.

1. Acts as liaison between the Associate Vice-President, Research + Dean, Jake Kerr Faculty of Graduate Studies and both internal and external contacts, including students, staff, faculty, ministry officials, and universities.
2. Develop, maintain, and improve administrative workflows and systems related to the day-to-day and strategic operations of research enterprise and graduate studies.
3. Represent the Associate Vice-President as needed in external and internal meetings when assigned.
4. Screens and reviews incoming inquiries for the Associate-Vice President and determines suitable course of action by responding to requests directly or forwarding to the appropriate person.
5. Organizes and maintains the calendar and file system of the Associate-Vice President. Schedules meetings by optimizing utilization of available time, identifies and prioritizes requests, negotiates and resolves scheduling conflicts, and books meeting resources as needed. Maintains filing system, workflow, and protocols for data management.
6. Provides administrative support to meetings and various committees, including arrangements, assembling materials, attending and taking minutes, and following up on action items.
7. Plans, prepares, and assists with a variety of events, receptions, conferences, and visits.
8. Develop and manage timelines and deliverable schedules within the research and graduate portfolio. Facilitate project advancement by proactively following up with team members to ensure the timely completion of key tasks including grants, reports, and working committees
9. Makes travel arrangements, including air travel, accommodations, and itineraries.
10. Provide day to day oversight and administration of the budget and any special funds allocated for the Office of the AVP, Research + Dean, Graduate Studies. Monitors and tracks the budget development and expenditures and supports the AVP, Research + Dean, Graduate Studies in budget forecasting and reconciliation.
11. Facilitates authorization of expense reimbursements and invoices with Financial Services. Process expenses and provide budget updates to the AVP, Research + Dean, Graduate Studies and reporting required by Financial Services.
12. Provides support to the Office of the AVP, Research + Dean, Graduate Studies on grant proposals by drafting, reviewing and editing the documents. This includes but is not limited to tasks like creating initial sections that describe the institution and gathering information from various sources to prepare preliminary details for grant applications.
13. Composes and prepares confidential correspondence, memoranda, reports, and other documentation using information compiled from various sources, and distributes them on behalf of the Associate-Vice President.
14. Provides general office management and administrative coordination within Research and Graduate Studies. Develops service standards and initiates and maintains office practices.
15. Participate in cross-training with team members from Research and Graduate Studies and assist them with responsibilities of similar nature as directed by the AVP, Research + Dean, Graduate Studies.
16. Undertakes special projects, research, or other related responsibilities as assigned by the AVP, Research, and Dean, Graduate Studies.
17. Fosters a culture of Justice, Equity, Diversity, and Inclusion (JEDI) by remaining current in JEDI trends that impact their field of work and make recommendations to the Associate Vice-President, Research + Dean, Jake Kerr Faculty of Graduate Studies for improvements in support of the ECU community, and the strategic goals of the University. 
18. Leads on compliance-related updates to websites in collaboration with relevant Research staff.
19. Performs other related duties as required.

To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Wednesday, 23 October 2024.

Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.